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Request for Proposals
Land Purchase of Lot P-3, Vail Village Fight Filing
Resale Procedure. Upon initiation of the Eminent Domain Proceeding, the Authority will forthwith, pursuant to C.R.S. § 31 25 106(2), invite proposals for the acquisition and redevelopment
of the Property, which proposals must be submitted within two (2) weeks after the initial publication of the invitation, and promptly make a determination of a qualified proposal that
it will accept. In order to qualify for acceptance and approval of the Authority, any responsive proposal must demonstrate that the party responding as the proposed purchaser (the “Respondent”)
satisfies the following conditions (the “Qualification Conditions”):
The Respondent (by itself of together with its affiliates) must have first class experience and expertise in developing and operating premier ski resorts and associated hotel/lodging
accommodations and real estate developments in the State of Colorado, and especially in the Vail Valley.
The Respondent and/or its affiliates maintain significant business ties in the Town of Vail, including an active ongoing business that is not limited to real property ownership, development
and/or management, and owns other development projects or sites within the Town.
The Respondent has prepared and submitted to the Town, by the date specified for delivery of proposals, a site plan, detailed and comprehensive architectural renderings, design drawings,
and engineering, drainage, landscaping and other development plans governing a proposed development project on the Property (collectively “Plans”), which Plans must satisfy all applicable
development application and submission standards and requirements of the Town, must conform to existing zoning for the Property, and must be sufficiently complete on their face such
that the Town, under its prevailing regulations, practices and procedures, could accept and adopt the Plans as a final plan approval.
If the Respondent selected is other than Vail Holdings, then the Respondent, as part of its proposal, must contemporaneously deposit with the Authority an amount in cash equal to $3,500,000,
which the Authority hereby stipulates and agrees is the fair value of the Property, and which will constitute the required acquisition price under any proposal from any Respondent that
the Authority proposes to accept (the “Purchase Price”). As compensation for its ownership interests in the Property, Vail Holdings, as a Respondent, will receive full credit for such
Purchase Price, and if a proposal from a third party Respondent is accepted, the resulting Purchase Price thus paid by the thirdparty Respondent will be immediately remitted to Vail
Holdings by the Authority upon acceptance of the thirdparty proposal.
Introduction
To
project Goals
To provide 100.
A financially sound Conference Center with a well developed business plan.
A Conference Center achieving the highest possible design and environmental standards in all aspects of the facility, its operation and maintenance.
A design maximizing the site utilization without compromising the above requirements.
Design and construction of the facility that minimizes the long-term cost of operation and maintenance, while adhering to the high standards expected in Vail.
The Project
A world-class, sustainably designed conference center is desired with associated breakout rooms, commercial kitchen facilities, and office spaces.
Site is a 1.2 acre parcel of land owned by the TOV situated on the south side of I-70 adjacent to the Lionshead Parking structure. Site address is 395 South Frontage Road, Vail, Colorado.
Site is surrounded by multiple utility, state and local right-of-way easements.
Wet and dry utilities are available onsite.
Access to the 1100 space parking structure needs to be maintained.
The Town of Vail has a dedicated Lodging and Sales Tax to pay for the construction and subsidize operation of this facility.
A market analysis was completed prior to the November 2002 election. This market analysis needs to be independently evaluated.
It should be noted at the outset the TOV will not sell the subject property.
4. Scope of Service
MARKET ANALYSIS
The consultant shall complete an independent market analysis to verify previously prepared market analysis on the conference center. This market analysis shall include the following
elements:
Independently reviewing the availability of lodging units in the Town of Vail to ensure room availability.
Evaluating the economic performance of other similar mountain resort conference facilities and their operational structure.
Surveying conference planners to determine the market demand (locally, regionally and nationally) and programmatic requirements of the conference planners. The consultant shall also
note any trends with conference center planning that should be considered for this facility.
Determining the seasonal demand for the facility and the programmatic requirements for the facility. This analysis should also determine whether Vail has an adequate bed base and access
to transportation to meet this demand.
An analysis of economic/fiscal impact (Room nights, lodging sales, retail sales, food and beverage sales). An analysis of the impact of a public conference center on existing and planned
private conference facilities and on restaurants.
A recommendation as to whether the conference center should be restricted to conferences greater than a specified size. Will smaller conferences impact existing hotel conference business.
If so what is that impact.
An analysis of Vail’s advantages and disadvantages in competing for larger conferences.
An identification of conference centers that have ceased operations. An analysis of the specific reasons these conference centers failed and how they can be avoided. An identification
of conference centers that break even or better on an operational basis and how their practices can be copied.
An analysis of the growth of larger conferences and an estimate of the number of new conference centers that are added annually.
What would be the next most effective way or a more effective way of increasing room nights (while maintaining rates) without a conference center (i.e. marketing, special events ect).
The consultant shall plan on preparing two drafts and receiving input from the Conference Center Advisory Committee and the Town Council prior to finalizing the final report.
Business Plan
After completing the market analysis the consultant shall work with the Conference Center Advisory Committee to develop a business plan. This plan shall include:
Proposed physical program that includes a verification that the spatial requirements fit on the site.
Refined capital budget for construction of the conference center. This capital plan shall also include the cost for creating an additional plate of parking on the Lionshead Parking
structure and providing access for the Vail International.
Specific personnel requirements for the facility, including security.
Detailed 20 year operational budget for the facility. This shall include specific estimates on revenue, costs, working capital and any subsidy that would be required.
A detailed capital replacement budget, including facility upgrades.
Proposed strategy for addressing operational deficits and tax revenue collections.
Requirements for hotel booking policies/agreements that are needed.
Proposed marketing plan and costs.
An analysis of the incremental costs to the TOV to support the conference center e.g. bus transportation, security, in-kind services.
An analysis of the financial impacts to the TOV if the conference center fails to attract sufficient demand and must be abandoned. What would be alternative uses if this occurs.
An analysis of bond payments and revenue sources for the life of the bonds. A recommendation as to the terms and maturities of the bonds.
The consultant shall plan on preparing two drafts and receiving input from the Conference Center Advisory Committee and the Town Council prior to finalizing the final plan.
5. The Candidate’s Qualifications
Please provide the following information about the employees your firm proposes for this project.
Senior Project Member:
Current resume of the team leader.
Detail of specific experience completing conference center market analysis and business plans.
Include a list of projects completed by this individual.
Key qualifications that make this individual an ideal "fit" for the TOV and this project.
Support Staff Members assigned to this project:
Current resume for support members.
Roles and responsibilities for each team member
Provide an organizational chart showing the proposed staffing of this project by your firm, and the relationship to the TOV, developer, design team and contracting team.
6. Proposal Submittal
All submittals should include a letter of transmittal, a complete description of qualifications of the company and individuals who would complete the tasks outlined in this RFP. Fifteen
(15) copies of the submittal should be delieverd to the Town.
All correspondence and questions should be directed to:
Russell Forrest
Director of Community Development
Town of Vail
75 Frontage Rd
Vail, CO 81657
970-479-2146
email: russell@vail.net
Specific submittal requirements include:
Provide your firm’s anticipated fee to perform the services described herein.
Show a basis for calculating this fee, including anticipated staff time, by hours per week, devoted to this project, broken out by individual.
Separately, show all associated reimbursable costs for providing these services (e.g. office space, phone, travel, reproduction, etc.).
Provide itemized list and your proposed cost (either lump sum or hourly rate) for optional services that may be of benefit to the TOV but are not identified in the Scope of Work of this
RFP.
Provide the hourly rate schedule for individuals proposed in this project to be used if the TOV wished to increase the scope or frequency of services.
7. Schedule:
RFP issued: June 9, 2003
Proposal and cost estimate submittal deadline July 3, 2003 at 1:00 p.m.
Interviews July 10th, 2003
Selection July 15th, 2003
8. General Conditions
Limitations and Award: This RFP does not commit the Town of Vail to award or contract, nor to pay any costs incurred in the preparation and submission of qualifications in anticipation
of a contract. The Town of Vail reserves the right to accept or reject all or any submittal received as a result of this request, to negotiate with all qualified sources, or to cancel
all or part of the RFP. After a priority listing of the final firms is established, the Town of Vail will negotiate a contract with the first priority firm. If negotiations cannot
be successfully completed with the first priority firm, negotiations will be formally terminated and will be initiated with the second most qualified firm and, likewise, with the remaining
firms.
Selection: Initial evaluation will be based upon the qualifications of the applicant. The Town of Vail reserves the right to not interview, and to make final consultant selection based
upon the qualification statements and cost estimate.
Equal Employment Opportunity: The selected consultant will not discriminate against any employee or applicant for employment because of race, color, religion, sex, or national origin.
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